What you need for a village festival

A village festival needs more than food and drinks. You’ll need enough seating, serving equipment, reusable glasses, cooling capacity and weather cover for a busy outdoor day. This shopping list covers the practical items that are easy to underestimate, including buffet service, barbecue equipment, coffee supplies and sound equipment. Use your confirmed attendance and menu to adjust quantities, then check deliveries and chilled items at least one day before the festival.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 6
Folding chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Bar matsqty 2
Dressing room tablesqty 2

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Serving bowlsqty 12
Storage binsqty 12
Thermos flasksqty 6
Kettlesqty 2
Barbecueqty 2
BBQ toolsqty 4
Coolersqty 6
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Handheld megaphone

Lighting

LED light garlandsqty 6
LED construction lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpsqty 3
Tableclothsqty 14
Welcome sign
Directional signsqty 8
Name badgesqty 120
Program postersqty 12

Sports equipment

Ring toss set
Can toss set
Trash bagsqty 12
Tug of war rope
Footballsqty 4
Conesqty 20
Scoreboardsqty 4
Sidewalk chalkqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning spongesqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- 7-Up - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 12 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Savory nuts - 6 bags
- Snack mix - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese cubes - 4 kilo
- Dry sausage - 3 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Watermelons - 3 pieces
- Cookies - 8 packs
- Cake - 6 pieces
- Brownies - 5 boxes
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Bell peppers - 3 kilos
- Lettuce - 8 heads
- Red onions - 2 kilos
- Corn - 8 cans
- Kidney beans - 6 cans
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Baguettes - 20 pieces
- Hamburger buns - 120 pieces
- Hot dog buns - 100 pieces
- Hamburgers - 120 pieces
- Vegetarian burgers - 20 pieces
- Hot dogs - 100 pieces
- Chicken satay - 8 kilo
- Vegetarian skewers - 30 pieces
- Pork belly slices - 5 kilos
- Herb butter - 12 tubs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 4 jars
- Hamburger sauce - 3 bottles
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 liters
- Butter - 1 kilo
- Eggs - 30 pieces
- Sandwich fillings - 6 packs
- Diet-friendly bread - 4 loaves
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Wooden cocktail sticks - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand gel - 6 bottles
- Freezer bags - 2 boxes
- Food gloves - 4 boxes
- Food labels - 2 packs
- Ice packs - 20 pieces

Tips

Plan for at least one reusable drinking glass per guest, plus 10–15% extra for glasses waiting at tables, being washed or misplaced. For coffee, allow one cup per expected coffee drinker and keep a few spare cups available.
Provide one seat for every guest who may need to sit, but use beer tables and standing areas to avoid buying a full chair for every person. Add extra tables for food service, drinks, registration and name badges rather than using the buffet surface for several jobs.
For a barbecue, prepare separate utensils and serving bowls for raw and cooked food. Keep enough chopping boards, chef’s knives, tongs and storage containers to prepare dishes in batches instead of leaving food uncovered.
Allow roughly 2–3 drinks per person during the first hour, then about 1 drink per person per hour. Buy ice and use cool boxes or ice boxes before guests arrive; drinks take longer to chill than most organisers expect.
Set up waste stations before food is served, with clearly marked containers and spare liners. Check the weather forecast two days before the festival and make sure party tents, tables and the sound system can be positioned safely if rain or wind is expected.

Frequently asked questions

How many drinks do I need for a village festival?: Use 2–3 drinks per person for the first hour, then about 1 drink per person per hour. For a four-hour festival with 50 guests, that means roughly 250–300 drinks, adjusted for children, drivers and non-drinkers.
How much seating is needed for a village festival?: Plan one seat for each guest who is likely to sit during food service, including older guests and anyone with limited mobility. For 100 guests, 60–80 chairs plus several beer tables can work if standing areas are part of the layout.
When should I order festival food and supplies?: Order non-perishable supplies and rented equipment at least 1–2 weeks ahead. Confirm fresh food, drinks and ice 2–3 days before the festival, then check the delivery as soon as it arrives.
How many reusable glasses and plates do I need?: Start with one glass and one dinner plate per guest, then add 10–15% spare stock. For 80 guests, prepare at least 88–92 glasses and plates, with extra dessert plates if dessert is served separately.

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